Harmony Senior Services
Business Office Manager
Harmony Senior Services, Fredericksburg, Virginia, us, 22403
Why Harmony?
401k + Fulltime Part-time Benefits PackagesEmployee Referral Bonus + Incentives (free meals, movie tickets, dining, automotive deals, retail discounts, finance/legal, consulting, electronics, and more!)Training, Development Career LadderingGreat work-life balanceFlexible SchedulingTelehealth + Flex Spending + Health Savings Account OptionsJob Description
STATEMENT OF JOB:
The Business Office Manager will be responsible for all business and office management functions of the community.
Responsibilities include but are not limited to:
Resident and A/R related duties:
Resident BillingProduce and mail resident invoices by the 20th of each monthSend rent increase and Level of Care change notifications in compliance with resident agreement notification periods
Cash ReceiptsDeposit rent checks within 24 hours of receipt and input into accounting system within 24 hours of depositMaintain copy of deposit receipts and checks for each depositMonitor accounts receivable and communicate past due accounts with Executive Director. Apply late fees as appropriateLease Summary, Move-In/Move-Out Report, Average ResidencyMaintain and update with each changeResident surveysMail to families and residents according to schedulesPayables:
Accounts PayableCode invoicesObtain necessary approvals from the Executive Director and applicable Department Heads, and forward to corporate office every FridayMaintain vendor contracts and filesDeclining balance spend-down sheetsUpdate and distribute to the appropriate Department Heads at least weeklyPetty CashMonitor and balanceRequirement
Personnel:
Order background checks, compile test results and advise when applicant has successfully completed pre-hire processProcess new hire paperwork and ensure accuracy and completenessWork with Department Heads to identify open positions, advertise and interview potential candidates if appropriateInitiate and track FMLA absences (FMLA, ADA) working with Human Resource DepartmentAssist with employee relations and progressive counseling as neededOverseas Worker's Compensation forms and process for the communityProvide all departments with personnel forms and/or packetsDeliver New Hire orientation for all new hires in accordance with State regulations and Harmony Senior Services policies and proceduresResponsible for all aspects of managing the Concierge team and their scheduling to meet the business needs of the community.PayrollCheck payroll weekly to ensure no missed punches and correct as neededBi-weekly transmittal of payroll data to payroll servicerDaily update of Hourly Budget/Actual Staffing Summary (Daily Staffing Report)Time clock administration
Employee Benefits/SupportWork with Benefits Coordinator to administer all benefits as applicable per team member's statusOrder employee name tags (temporary and permanent)Order employee uniform (Healthcare and Housekeeping)Track information for TB updates and Hepatitis B vaccine
Resident business files and personnel filesCreate, maintain, and update resident and employee files according to state, federal and corporate guidelinesReview and Audit files at least quarterly to ensure accuracy after initial set-up
Administration:
Maintain office equipment in good working order; maintain and supervise office supply inventoryMaintain state registration and inspection forms and reportsAssist Department Heads with ordering supplies and inventoryCreate temporary employee badges and order permanent badge, swipe card (if appropriate), business cards (if appropriate)Ensure OSHA compliance completing required forms as applicableCustomer Service
Provide superior customer service when interacting with residents, families, visitors, and staffRequirements:
AA Degree preferred in accounting or business, or equivalent experienceThree years' experience working in Accounts Payable/ReceivableThree years' experience working in Human Resources/Benefits administrationExcellent organizational, interpersonal, and communication skillsDemonstrated ability to use accounting software programs and Microsoft OfficeMust be able to lift, carry, and push up to 25lbsDemonstrated ability to meet project deadlinesAbility to analyze reports and identify issues that could affect day to day business operationsExcellent customer service skills
401k + Fulltime Part-time Benefits PackagesEmployee Referral Bonus + Incentives (free meals, movie tickets, dining, automotive deals, retail discounts, finance/legal, consulting, electronics, and more!)Training, Development Career LadderingGreat work-life balanceFlexible SchedulingTelehealth + Flex Spending + Health Savings Account OptionsJob Description
STATEMENT OF JOB:
The Business Office Manager will be responsible for all business and office management functions of the community.
Responsibilities include but are not limited to:
Resident and A/R related duties:
Resident BillingProduce and mail resident invoices by the 20th of each monthSend rent increase and Level of Care change notifications in compliance with resident agreement notification periods
Cash ReceiptsDeposit rent checks within 24 hours of receipt and input into accounting system within 24 hours of depositMaintain copy of deposit receipts and checks for each depositMonitor accounts receivable and communicate past due accounts with Executive Director. Apply late fees as appropriateLease Summary, Move-In/Move-Out Report, Average ResidencyMaintain and update with each changeResident surveysMail to families and residents according to schedulesPayables:
Accounts PayableCode invoicesObtain necessary approvals from the Executive Director and applicable Department Heads, and forward to corporate office every FridayMaintain vendor contracts and filesDeclining balance spend-down sheetsUpdate and distribute to the appropriate Department Heads at least weeklyPetty CashMonitor and balanceRequirement
Personnel:
Order background checks, compile test results and advise when applicant has successfully completed pre-hire processProcess new hire paperwork and ensure accuracy and completenessWork with Department Heads to identify open positions, advertise and interview potential candidates if appropriateInitiate and track FMLA absences (FMLA, ADA) working with Human Resource DepartmentAssist with employee relations and progressive counseling as neededOverseas Worker's Compensation forms and process for the communityProvide all departments with personnel forms and/or packetsDeliver New Hire orientation for all new hires in accordance with State regulations and Harmony Senior Services policies and proceduresResponsible for all aspects of managing the Concierge team and their scheduling to meet the business needs of the community.PayrollCheck payroll weekly to ensure no missed punches and correct as neededBi-weekly transmittal of payroll data to payroll servicerDaily update of Hourly Budget/Actual Staffing Summary (Daily Staffing Report)Time clock administration
Employee Benefits/SupportWork with Benefits Coordinator to administer all benefits as applicable per team member's statusOrder employee name tags (temporary and permanent)Order employee uniform (Healthcare and Housekeeping)Track information for TB updates and Hepatitis B vaccine
Resident business files and personnel filesCreate, maintain, and update resident and employee files according to state, federal and corporate guidelinesReview and Audit files at least quarterly to ensure accuracy after initial set-up
Administration:
Maintain office equipment in good working order; maintain and supervise office supply inventoryMaintain state registration and inspection forms and reportsAssist Department Heads with ordering supplies and inventoryCreate temporary employee badges and order permanent badge, swipe card (if appropriate), business cards (if appropriate)Ensure OSHA compliance completing required forms as applicableCustomer Service
Provide superior customer service when interacting with residents, families, visitors, and staffRequirements:
AA Degree preferred in accounting or business, or equivalent experienceThree years' experience working in Accounts Payable/ReceivableThree years' experience working in Human Resources/Benefits administrationExcellent organizational, interpersonal, and communication skillsDemonstrated ability to use accounting software programs and Microsoft OfficeMust be able to lift, carry, and push up to 25lbsDemonstrated ability to meet project deadlinesAbility to analyze reports and identify issues that could affect day to day business operationsExcellent customer service skills